I used Smartsheet over twelve weeks across three departments in a growing company: Product, Marketing, and Operations. Projects ranged from campaign planning to product launches, process mapping, external vendor requests, team resource balancing, and stakeholder reporting. I built sheets with thousands of rows, dashboards aggregating data across multiple sheets, complex automation, form‑based submissions, proofing cycles, and shared access for internal and external users. This gave insight into where Smartsheet shines, where it demands heavy input, and where trade‑offs become real.
Key Strengths (From Real‑World, Cross‑Department Testing)
Deep Spreadsheet Roots with Project View Flexibility
Smartsheet’s core is built around a “sheet” (similar to spreadsheet) model with strong formula support, cross‑sheet linking, cell history, and conditional formatting. I leveraged this heavily in operations planning (cost estimates, vendor tracking) and product release timelines. The sheet format is familiar to many, so new team members often adapt faster than with abstract task boards. But then you can transition to Gantt, Kanban/card, calendar, or timeline views as project needs evolve. This flexibility allows projects to be reshaped visually without rebuilding from scratch.
Automation & Workflow Logic You Can Lean On
I set up multiple no‑code workflows: approvals for vendor proposals submitted via forms, alerts for tasks nearing deadlines, status changes propagating across dependent sheets, and recurring tasks for maintenance schedules. Conditional logic allowed certain rules only when status = “Ready for Review” or when budget > threshold. These workflows cut down on meetings and status‑chasing. They also helped error reduction: fewer missed hand‑offs.
Dashboarding & Reporting for Stakeholders
One of the biggest wins: building dashboards that collect data from multiple sheets so execs can see high‑level KPIs (budget vs actual, percent complete across programs, upcoming deadlines, risk flags). These dashboards update in near real time, and when things slip, visual indicators (color coding, graphs) make issues obvious. I also built aggregated reports that pulled from dozens of sheets to get cross‑functional snapshots.
Forms, Request Management & External Collaboration
Forms in Smartsheet are powerful. Internally, I deployed forms for content requests, bug reports, budget approvals. Externally, vendor intake and feedback forms worked smoothly. Responses link directly to sheets, trigger workflows. External collaborators (vendors, clients) could see certain dashboards or sheets without being full users, which helped transparency without compromising data control. Proofing tools aided cycles of feedback on attachments (images, documents), keeping feedback paired with the asset directly.
Resource & Workload Visibility
I used workload views and heatmaps to see team members overbooked across multiple projects. This was especially helpful when marketing, ops, and product shared overlapping deliverables. I could shift deadlines, reassign tasks, or postpone certain work proactively. This visibility reduced burnout and improved delivery reliability.
Enterprise Security, Administration & Scale
Given that we worked with sensitive data (vendor agreements, budgets, customer data), we needed strong controls. Smartsheet delivered: role‑based access, audit logs, domain restrictions, single sign‑on (SSO), encryption, attachment limits, and permissions for external guests vs internal members. As the number of sheets and users scaled, there was also governance overhead—but the tools are there to support it.
Weaknesses & Trade‑Offs (Where Effort & Cost Increase)
Setup & Maintenance Overhead
Getting sheets structured “right” takes time. Deciding what columns, what dependencies, what automations, what sheet linking, what dashboards—it’s not plug‑and‑play. Changes later (e.g. modifying dependencies, formula complexity) can ripple and require updates in multiple sheets. Governance (naming conventions, folder structure, permission policies) becomes vital early, or things get messy.
Cost Scaling & Feature Gating
Some critical features are locked behind higher tiers or add‑ons: advanced resource management, portfolio management, premium support, enterprise‑grade connectors, large attachment storage. As more departments or external users are added, the monthly cost rises noticeably. Also, automations limits and storage caps in lower tiers can hit you sooner than expected for large data sets or frequent workflows.
Performance with Large Data Volumes
When working with sheets of several thousand rows, especially with many cross‑sheet references, attachments, or many collaborators, performance can degrade. Scrolling lags, filtering becomes sluggish, and dashboards take longer to load. While acceptable most of the time, during high usage peaks it can feel heavy. Sometimes breaking large sheets into linked smaller ones or archiving old data helps, but that adds structural complexity.
Usability & UI Complexity for Non‑Technical Users
For team members who prefer simple, visual kanban boards or highly guided tools, Smartsheet’s interface can feel dense. Understanding formulas, dependencies, automation rules, or making edits in large sheets requires care. Some collaborators struggled initially with figuring out which view to use, or which permission they had. There’s a training curve, especially for “power” features.
Visual Design & Collaboration Feedback Tools Are Functional but Not Luxurious
Proofing and attachment review features work, but they lack polish compared to tools built just for visual design or content feedback. Feedback cycles with attachments are present, but when many rounds are needed, the UX doesn’t always feel fluid. Also, notification overload can be real unless you carefully configure alerts.
Real‑World Project Outcomes
- Product Launch Coordination: Smartsheet kept launch teams (product, marketing, QA, customer success) aligned; dependencies and resource tracking avoided last‑minute overruns.
- Content & Creative Request Process: Replaced email chains with form‑based request intake → sheet → proofing workflows. Reduced back‑and‑forth and reduced turnaround time by ~25%.
- Resource Balancing: Many overlapping deliverables across departments; the workload view enabled rebalancing; fewer missed deadlines in marketing projects.
- Vendor & External Partner Reporting: Shared filtered dashboards with external stakeholders; transparency improved, fewer status emails, and vendors could see progress of deliverables themselves.
Pricing Overview (As Tested)
| Tier | Approx Monthly Cost per User / Key Features |
|---|---|
| Pro | ~$9/user/month (billed annually) — grid, calendar, card, Gantt views; basic workflows, limited automations; smaller attachment and storage caps. |
| Business | ~$19/user/month (annual billing) — more automations, timeline view, advanced dashboards, guest / external collaborator support, more storage, conditional logic in forms. |
| Enterprise | Custom pricing — adds features like SSO, enterprise plan manager, directory integration, AI tools, unlimited attachments, premium support, portfolio‑level oversight. |
| Advanced Work Management | Custom — includes additional modules like Data Shuttle, Dynamic View, Control Center, deeper connectors (Jira, Salesforce), and features for managing large scale portfolios. |
Disclaimer: Smartsheet’s prices, included features, and account minimums are subject to change. Always verify via Smartsheet’s current pricing page before committing.
Pros and Cons
Pros
- Very powerful and flexible for structured project and program work
- Strong view options, data modeling, and real‑time insights
- Automation and workflow logic that reduce manual overhead
- Good integrations, proofing workflows, and external collaboration capacity
- Enterprise security, compliance, and administrative tools are solid
Cons
- Setup requires discipline; messy structures degrade usability rapidly
- Costs escalate with scale and for premium features
- Performance can lag with very large sheets or many attachments
- UI dense and can intimidate non‑technical users
- Feedback/proofing UI lacks design‑tool polish; notification‐noise can distract
Final Verdict
Smartsheet is among the most capable tools for organizations that need structure, visibility, and control across multiple projects and departments. It excels where data, dependencies, and cross‑team workflows are complex. It tends to demand more planning, governance, and budget to shine fully.
If your team handles many interdependent projects, needs reporting, external collaboration, or compliance, Smartsheet delivers real value as one of the best project management tools. If you’re a smaller team with simpler needs, it may feel like bringing a sledgehammer to crack a nut—powerful, yes, but more investment and discipline required.
Final Rating: 8.4/10 — A high‑power platform that rewards structured usage and investment; less ideal for very lightweight or informal project work.
